Temporary HR Compliance Assistant

The Temporary HR Compliance Assistant provides front-line support for the University's annual employee onboarding period by processing Form I-9 employment eligibility verifications and maintaining related employment records.

This temporary position runs approximately eight weeks from mid-August through mid-October, averaging approximately 25 hours per week during peak processing and tapering to 10-15 hours per week during the wind-down period, for up to 200 total hours. The position reports to the Director of Talent Acquisition and Employment, with day-to-day work coordinated by the HR Assistant.

Responsibilities include:

Form I-9 Processing

• Conduct in-person Form I-9 employment eligibility verification appointments.
• Review original identity and employment authorization documents presented by employees.
• Complete Section 2 and, when applicable, Section 3 of Form I-9 following established procedures and training.
• Process routine domestic and international Form I-9 cases, including straightforward F-1 and J-1 employment authorization documentation.
• Identify discrepancies, missing documentation, and approaching compliance deadlines.
• Escalate unusual or complex immigration and employment authorization matters to the HR Team or Tax specialist as appropriate.

Records Management & Compliance

• Enter and maintain accurate Form I-9 records in Workday and other designated University systems.
• Scan, upload, index, and organize employment eligibility documentation in accordance with University recordkeeping standards.
• Verify that scanned documents are complete, legible, and accurately associated with the appropriate employee record.
• Perform quality reviews to ensure completed Form I-9 records are accurate, complete, and compliant before finalization.
• Maintain confidential employment records and personally identifiable information in accordance with federal requirements and University policy.

Customer Service & Operations

• Schedule Form I-9 appointments and support high-volume onboarding events.
• Respond to routine questions from students, employees, supervisors, and departments regarding the Form I-9 process and acceptable documentation.
• Monitor outstanding documentation and follow up with employees and departments to support timely completion.
• Assist with seasonal onboarding activities and other related duties as assigned.

This is an on-campus position.

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent.
• One year of administrative support, customer service, records management, or related experience.
• Experience handling confidential or sensitive information.
• Strong attention to detail and ability to maintain accuracy in a high-volume environment.
• Ability to learn, interpret, and consistently apply detailed procedures and federal Form I-9 requirements.
• Ability to identify discrepancies and recognize when issues require escalation.
• Ability to exercise sound judgment while handling confidential records and applying detailed compliance procedures.
• Proficiency with Microsoft Office and ability to quickly learn Workday and other electronic recordkeeping systems.
• Strong organizational, interpersonal, and customer service skills.
• Ability to communicate professionally with students, employees, and University departments.
• Ability to work the required on-campus schedule during the University's fall onboarding period.

PREFERRED QUALIFICATIONS:

• Prior experience processing Form I-9s or employment eligibility verification documents.
• Experience working with Workday or another HRIS or electronic I-9 system.
• Prior experience in human resources, onboarding, payroll, benefits, registrar operations, compliance, or records administration.
• Experience processing or supporting routine international employment authorization documentation, including F-1 or J-1 records.
• Experience supporting high-volume, deadline-driven administrative operations.

Additional Applicant Instructions:

Position is open until filled. Applicants must submit a cover letter and resume.

Compensation: $20.00 - $25.00/hr.

Work Location: On Campus

All offers to external applicants are contingent on the candidate's completion of a pre-employment background check screening to the satisfaction of Wesleyan University.

Wesleyan University, located in Middletown, Connecticut, does not discriminate on the basis of race, color, religious creed, age, gender, gender identity or expression, national origin, marital status, ancestry, present or past history of mental disorder, learning disability or physical disability, political belief, veteran status, sexual orientation, genetic information or non-position-related criminal record. We welcome applications from women and historically underrepresented minority groups. Inquiries regarding Title IX, Section 504 or any other non-discrimination policies should be directed to Vice President for Equity and Inclusion, Title IX and ADA/504 Coordinator.

Wesleyan University complies with the Clery Act and maintains records of campus crime statistics and security policies. Copies of Wesleyan University's Clery Act Report are available on request and online at https://www.wesleyan.edu/publicsafety/clery.html.

Experience is taken into consideration in the determination of salary offers. For more information visit https://www.wesleyan.edu/hr/handbook/compensation-practices/index.html

Wesleyan offers a broad range of employee benefits and development opportunities, including comprehensive group insurance plans, wellness programs and incentives, generous paid time off and retirement plans, flexible work schedules, employee and dependent tuition programs for those who qualify.

Detailed information on the benefits of working at Wesleyan is located at: https://wesleyan.edu/hr/careers/prospective-resources.html.